HASTINGS DISTRICT COUNCIL AND GENESIS ENERGY

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HASTINGS DISTRICT COUNCIL AND GENESIS ENERGY
ELECTRICITY INDUSTRY PARTICIPATION CODE
 DISTRIBUTED UNMETERED LOAD AUDIT REPORT

                   VERITEK

                           For

HASTINGS DISTRICT COUNCIL AND
       GENESIS ENERGY
                Prepared by: Steve Woods
        Date audit commenced: 13 November 2020
       Date audit report completed: 2 December 2020
             Audit report due date: 01-Dec-20

                          1
TABLE OF CONTENTS

Executive summary ....................................................................................................................................... 3
Audit summary .............................................................................................................................................. 4
         Non-compliances ................................................................................................................................ 4
         Recommendations .............................................................................................................................. 5
         Issues 5
1.       Administrative ..................................................................................................................................... 6
                  Exemptions from Obligations to Comply with Code ................................................................. 6
                  Structure of Organisation .......................................................................................................... 6
                  Persons involved in this audit.................................................................................................... 7
                  Hardware and Software ............................................................................................................ 7
                  Breaches or Breach Allegations ................................................................................................. 7
                  ICP Data ..................................................................................................................................... 7
                  Authorisation Received ............................................................................................................. 8
                  Scope of Audit ........................................................................................................................... 8
                  Summary of previous audit ....................................................................................................... 9
                  Distributed unmetered load audits (Clause 16A.26 and 17.295F) ............................................ 9
2.       DUML database requirements ..........................................................................................................10
                  Deriving submission information (Clause 11(1) of Schedule 15.3) .........................................10
                  ICP identifier and items of load (Clause 11(2)(a) and (aa) of Schedule 15.3) .........................11
                  Location of each item of load (Clause 11(2)(b) of Schedule 15.3) ..........................................11
                  Description and capacity of load (Clause 11(2)(c) and (d) of Schedule 15.3) .........................12
                  All load recorded in database (Clause 11(2A) of Schedule 15.3) ............................................12
                  Tracking of load changes (Clause 11(3) of Schedule 15.3) ......................................................15
                  Audit trail (Clause 11(4) of Schedule 15.3) ..............................................................................15
3.       Accuracy of DUML database .............................................................................................................16
                  Database accuracy (Clause 15.2 and 15.37B(b)) .....................................................................16
                  Volume information accuracy (Clause 15.2 and 15.37B(c)) ....................................................18
Conclusion ...................................................................................................................................................21
         Participant response .........................................................................................................................22

                                                                            2
EXECUTIVE SUMMARY

This audit of the Hastings District Council (HDC) Unmetered Streetlights DUML database and processes
was conducted at the request of Genesis Energy Limited (Genesis), in accordance with clause 15.37B. The
purpose of this audit is to verify that the volume information is being calculated accurately, and that
profiles have been correctly applied.

The audit was conducted in accordance with the audit guidelines for DUML audits version 1.1.
A RAMM database is managed by HDC and monthly reporting is provided to Genesis. The database is
remotely hosted by RAMM Software Ltd. The field work, asset data capture and database population is
conducted by Pope Electrical.
The audit identified three main issues, as follows:
    1. In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML
       database indicates, based on a field audit of 329 items of load.
    2. Submission is based on a snapshot of the database at the end of the month and does not consider
       historic adjustments, or the fact that lights can be livened before they are entered into the
       database.
    3. There are incorrect ballast wattages leading to over submission of 11,147 kWh per annum.

The future risk rating of 30 indicates that the next audit be completed in three months. I recommend a
next audit period of six to nine months to allow Genesis time to work through these issues with their
agent.

                                                      3
AUDIT SUMMARY

NON-COMPLIANCES

  Subject     Section    Clause        Non-Compliance          Controls    Audit    Breach     Remedial
                                                                            Risk     Risk       Action
                                                                           Rating   Rating
Deriving      2.1       11(1) of    In absolute terms, total   Weak       High      9        Identified
submission              Schedule    annual consumption is
information             15.3        estimated to be 73,700
                                    kWh lower than the
                                    DUML database
                                    indicates.
                                    The monthly database
                                    extract provided does
                                    not track changes at a
                                    daily basis and is
                                    provided as a snapshot.
                                    Incorrect ballasts
                                    applied resulting in an
                                    estimated 11,147 kWh
                                    over submission.

All load     2.5        11(2A) of   Three additional lights    Weak       Low       3        Investigating
recorded in             Schedule    identified by the field
the database            15.3        count.

Database      3.1       15.2 and    In absolute terms, total   Weak       High      9        Investigating
accuracy                15.37B(b)   annual consumption is
                                    estimated to be 73,700
                                    kWh lower than the
                                    DUML database
                                    indicates.
                                    Incorrect ballasts
                                    applied resulting in an
                                    estimated 11,147 kWh
                                    over submission.

                                                   4
Subject      Section       Clause         Non-Compliance             Controls       Audit       Breach         Remedial
                                                                                        Risk        Risk           Action
                                                                                       Rating      Rating
Volume          3.2       15.2 and        In absolute terms, total    Weak          High           9         Investigating
information               15.37B(c)       annual consumption is
accuracy                                  estimated to be 73,700
                                          kWh lower than the
                                          DUML database
                                          indicates.
                                          The monthly database
                                          extract provided does
                                          not track changes at a
                                          daily basis and is
                                          provided as a snapshot.
                                          Incorrect ballasts
                                          applied resulting in an
                                          estimated 11,147 kWh
                                          over submission.

                                                                            Future Risk Rating 30

 Future risk              0                1-4                5-8            9-15               16-18              19+
 rating
 Indicative audit     36 months        24 months        18 months          12 months       6 months              3 months
 frequency

RECOMMENDATIONS

         Subject                Section                      Description                                Action
                                                 Nil

ISSUES

         Subject                       Section                       Description                          Issue
                                                              Nil

                                                         5
1.    ADMINISTRATIVE

      Exemptions from Obligations to Comply with Code
Code reference
Section 11 of Electricity Industry Act 2010.
Code related audit information
Section 11 of the Electricity Industry Act provides for the Electricity Authority to exempt any participant
from compliance with all or any of the clauses.
Audit observation
Section 11 of the Electricity Industry Act provides for the Electricity Authority to exempt any participant
from compliance with all or any of the clauses.
Audit commentary
There are no exemptions in place relevant to the scope of this audit.

      Structure of Organisation
Genesis provided the relevant organisational structure:

                                                    6
Persons involved in this audit
Auditor:

 Name                   Title

 Steve Woods            Auditor

Other personnel assisting in this audit were:

 Name                   Title                                          Company

 Craig Young            Excellence Leader - Reconciliation             Genesis Energy

 Grace Hawken           Technical Specialist - Reconciliations Team    Genesis Energy

 Marius Van Niekerk     Transportation Asset Manager                   Hastings DC

      Hardware and Software
The RAMM database used for the management of DUML is remotely hosted by RAMM Software Ltd.
HDC confirmed that the database back-up is in accordance with standard industry procedures. Access to
the database is secure by way of password protection.
Systems used by the trader to calculate submissions are assessed as part of their reconciliation participant
audits.

      Breaches or Breach Allegations
There are no breach allegations relevant to the scope of this audit.

      ICP Data

      ICP Number                Description         NSP           Profile   Number of    Database wattage
                                                                             items of          (kW)
                                                                               load

  0000939902HBFF4        STREETLIGHTING       FHL0331            NST        2593        164.673
                         MASTER ICP -
                         FHL0331

  0000939904HBE7B        STREETLIGHTS -       FHL0331            NST        103         10.725
                         RURAL MASTER
                         ICP - FHL0331

  0000045106HB0D7        STREETLIGHTING       RDF0331            NST        21          2.49
                         MASTER ICP -
                         RDF0331

                                                     7
0000045104HB052              STREETLIGHTING        WTU0330       NST               4558   340.484
                               MASTER ICP -
                               WTU0331

  0000045107HBC92              STREETLIGHTS -        RDF0331       NST               80     4.441
                               RURAL MASTER
                               ICP - RDF0331

  0000045105HBC17              STREETLIGHTS -        WTU0331       NST               54     4.687
                               RURAL MASTER
                               ICP - WTU0331

      Authorisation Received
All information was provided directly by Genesis or HDC.

      Scope of Audit
This audit of the HDC DUML database and processes was conducted at the request of Genesis, in
accordance with clause 15.37B. The purpose of this audit is to verify that the volume information is being
calculated accurately, and that profiles have been correctly applied.
The audit was conducted in accordance with the audit guidelines for DUML audits version 1.1.
The database is remotely hosted by RAMM Software Ltd. The field work, asset data capture and database
population is conducted by Pope Electrical. The database is managed by Beca Limited on behalf of HDC.
The scope of the audit encompasses the collection, security and accuracy of the data, including the
preparation of submission information based on the database reporting. The diagram below shows the
audit boundary for clarity.

              Audit Boundary
                 Pope Electrical                                         HDC

         Field work and asset data                                       Database
                  capture                                                reporting

                      Beca

                                                                    Genesis Energy

                                          RAMM Software Ltd

                                                                                              Reconciliation
                 Database                                       Preparation of submission       Manager
                management                                             information

                                                RAMM database

                                                            8
The audit was conducted in accordance with the audit guidelines for DUML audits version 1.1.

The audit was carried out in Hastings on 13/11/20. A field audit was conducted of 329 items of load.

      Summary of previous audit
Genesis provided a copy of the last audit report undertaken by Steve Woods of Veritek Limited in May
2019. The table below records the findings.

Table of Non-Compliance

 Subject            Section   Clause            Non-compliance                               Status
 Deriving           2.1       11(1) of          Incorrect ballasts applied resulting in an   Still existing
 submission                   Schedule 15.3     estimated 11,147 kWh over submission.
 information

 Database           3.1       15.2 and          Incorrect ballasts applied resulting in an   Still existing
 accuracy                     15.37B(b)         estimated 11,147 kWh over submission.

 Volume             3.2       15.2 and          Incorrect ballasts applied resulting in an   Still existing
 information                  15.37B(c)         estimated 11,147 kWh over submission.
 accuracy

Table of Recommendations

 Subject            Section   Clause      Recommendation for Improvement                        Status
                                          Nil

      Distributed unmetered load audits (Clause 16A.26 and 17.295F)
Code reference
Clause 16A.26 and 17.295F
Code related audit information
Retailers must ensure that DUML database audits are completed:
    1. by 1 June 2018 (for DUML that existed prior to 1 June 2017)
    2. within three months of submission to the reconciliation manager (for new DUML)
    3. within the timeframe specified by the Authority for DUML that has been audited since 1 June
       2017.
Audit observation
Genesis has requested Veritek to undertake this streetlight audit.
Audit commentary
This audit report confirms that the requirement to conduct an audit has been met for this database within
the required timeframe. Compliance is confirmed.

                                                     9
2.        DUML DATABASE REQUIREMENTS

          Deriving submission information (Clause 11(1) of Schedule 15.3)
Code reference
Clause 11(1) of Schedule 15.3
Code related audit information
The retailer must ensure the:
      •     DUML database is up to date
      •     methodology for deriving submission information complies with Schedule 15.5.
Audit observation
The process for calculation of consumption was examined and the application of profiles was checked.
The database was checked for accuracy.
Audit commentary
Genesis reconciles this DUML load using the NST profile.
I checked the submission calculation provided by Genesis and found the correct kW and hours figures
were used.
The field audit found a large number of errors. In absolute terms, total annual consumption is estimated
to be 73,700 kWh lower than the DUML database indicates.

Submission is based on a snapshot of the database at the end of the month and does not consider historic
adjustments, or the fact that lights can be livened before they are entered into the database.

There is some inaccurate data within the database used to calculate submissions as detailed in the table
below. This is recorded as non-compliance and discussed in sections 2.4, 3.1 and 3.2.

 Issue                                                      Volume information impact (annual kWh)

 Incorrect ballasts applied                                 11,147 kWh over submission

Audit outcome
Non-compliant

          Non-compliance                                          Description

     Audit Ref: 2.1           In absolute terms, total annual consumption is estimated to be 73,700 kWh lower
                              than the DUML database indicates.
     With: Clause 11(1) of
     Schedule 15.3            The monthly database extract provided does not track changes at a daily basis and
                              is provided as a snapshot.
                              Incorrect ballasts applied resulting in an estimated 11,147 kWh over submission.
     From: 01-Nov-17
                              Potential impact: High
     To: 15-Apr-19
                              Actual impact: High
                              Audit history: Three times
                              Controls: Weak
                              Breach risk rating: 9

                                                       10
Audit risk rating                                 Rationale for audit risk rating

  High                        The controls are rated as weak, because they are insufficient to ensure the
                              database is accurate most of the time.
                              The impact is assessed to be high, based on the kWh differences described above.

                    Actions taken to resolve the issue                    Completion        Remedial action status
                                                                             date

  Genesis has raised these instances with HDC and will follow up to      01/03/2021         Identified
  ensure the correct ballast is applied.

  Preventative actions taken to ensure no further issues will occur       Completion
                                                                             date

  Genesis has reviewed the October data set provided by the HDC I
  November by the database administrator and found what
  Genesis believes to be inaccurate gear wattages (9 instances)
  annual kWh 265

        ICP identifier and items of load (Clause 11(2)(a) and (aa) of Schedule 15.3)
Code reference
Clause 11(2)(a) and (aa) of Schedule 15.3
Code related audit information
The DUML database must contain:
    •     each ICP identifier for which the retailer is responsible for the DUML
    •     the items of load associated with the ICP identifier.
Audit observation
The database was checked to confirm the correct ICP was recorded against each item of load.
Audit commentary
All items of load have an ICP recorded against them.
Audit outcome
Compliant

        Location of each item of load (Clause 11(2)(b) of Schedule 15.3)
Code reference
Clause 11(2)(b) of Schedule 15.3
Code related audit information
The DUML database must contain the location of each DUML item.
Audit observation
The database was checked to confirm the location is recorded for all items of load.
Audit commentary

                                                         11
The database contains fields for the street address and also GPS coordinates. There are three records
that do not have GPS coordinates, but in all cases the item of load can be located by the address.
Audit outcome
Compliant

        Description and capacity of load (Clause 11(2)(c) and (d) of Schedule 15.3)
Code reference
Clause 11(2)(c) and (d) of Schedule 15.3
Code related audit information
The DUML database must contain:
    •    a description of load type for each item of load and any assumptions regarding the capacity
    •    the capacity of each item in watts.
Audit observation
The database was checked to confirm that it contained a field for lamp type, wattage capacity, and
included any ballast or gear wattage. Wattages were checked for alignment with the published
standardised wattage table produced by the Electricity Authority.
Audit commentary
Fields exist in RAMM for lamp make and model. I analysed the database and found no blank records, but
there were several incorrect ballast wattages, as recorded in section 3.1.
Audit outcome
Compliant

        All load recorded in database (Clause 11(2A) of Schedule 15.3)
Code reference
Clause 11(2A) of Schedule 15.3
Code related audit information
The retailer must ensure that each item of DUML for which it is responsible is recorded in this database.
Audit observation
The field audit was undertaken of 329 lights using the statistical sampling methodology. The population
was divided into the following strata:
    •    Amenity,
    •    Roading A-H,
    •    Roading I-M,
    •    Roading N-Z, and
    •    NZTA.
Audit commentary
The field audit findings are detailed in the table below and show some discrepancies.

                                                   12
Road                 SLIM Pole   DB watts   Field watts   Comments

PARK ROAD
SOUTH                            0          103           Additional 103W LED

TE AUTE ROAD                     0          114           Additional 100W HPS

TE AUTE ROAD                     0          114           Additional 100W HPS

FERRY ROAD 79 -
93                   33044       83         21            LED estimated at 21 watts

KIRKWOOD ROAD        38851       114        134           134 watt LED installed

KIRKWOOD ROAD        38870       114        134           134 watt LED installed

KIRKWOOD ROAD        39923       114        134           134 watt LED installed

KIRKWOOD ROAD        38944       114        134           134 watt LED installed

KIWI LANE                        28         0             Light has been removed
                     37717
NELSON      STREET
SOUTH                36158       153        68            68 watt LED

NELSON      STREET
SOUTH                41849       102        75            75 watt LED

NELSON      STREET
SOUTH                41847       102        75            75 watt LED

NELSON      STREET
SOUTH                36066       168        75            75 watt LED

NELSON      STREET
SOUTH                36026       168        75            75 watt LED

NELSON      STREET
SOUTH                36021       168        75            75 watt LED

NELSON      STREET
SOUTH                35984       168        75            75 watt LED

NELSON      STREET
SOUTH                35969       168        75            75 watt LED

NELSON      STREET
SOUTH                35933       168        75            75 watt LED

NELSON      STREET
SOUTH                35927       278        75            75 watt LED

                                                  13
NELSON     STREET
 SOUTH                 35867         20             28             28 watt LED

 RUAHAPIA ROAD
                       33105         168            112            LED installed estimated at 112 watts
 (NORTH)

 SOUTHERN                                                          This is a double fitting with two 100 watt HPS. The
                       35800         114            228
 CARPARK                                                           database has this recorded as a single fitting

 STATE HIGHWAY
                       36835         168            0              Fitting was not found in the field
 51

 STATE HIGHWAY
                       42054         150            112            112 W LED
 51

 STATE HIGHWAY
                       42053         150            112            112 W LED
 51

The field audit found several discrepancies as recorded in the table above.
This clause relates to lights in the field not recorded in the database. There were three additional lamps
found in the field.
Audit outcome
Non-compliant

     Non-compliance                                                 Description

  Audit Ref: 2.5               Three additional lights identified by the field count.
  With: Clause 11(2A) of       Potential impact: Medium
  Schedule 15.3
                               Actual impact: Low
                               Audit history: None
  From: 01-Apr-19
                               Controls: Weak
  To: 16-Nov-20
                               Breach risk rating: 3
      Audit risk rating                                    Rationale for audit risk rating

  Low                          The controls are rated as weak, because they are insufficient to ensure the
                               database is accurate most of the time.
                               The impact is assessed to be low based on the kWh differences described above.
                   Actions taken to resolve the issue                      Completion        Remedial action status
                                                                              date

  Genesis has requested HDC review the asset database to ensure           01/03/2020         Investigating
  all assets are accounted for. Genesis will follow up with the
  council monthly to establish whether the database has been
  populated with the missing assets found in the field and that the
  assets not found are either removed or the correct locational
  details are populated.

                                                          14
Preventative actions taken to ensure no further issues will   Completion
                               occur                                  date

        Tracking of load changes (Clause 11(3) of Schedule 15.3)
Code reference
Clause 11(3) of Schedule 15.3
Code related audit information
The DUML database must track additions and removals in a manner that allows the total load (in kW) to
be retrospectively derived for any given day.
Audit observation
The ability of the database to track changes was assessed and the process for tracking of changes in the
database was examined.
Audit commentary
The database functionality achieves compliance with the code.
Audit outcome
Compliant

        Audit trail (Clause 11(4) of Schedule 15.3)
Code reference
Clause 11(4) of Schedule 15.3
Code related audit information
The DUML database must incorporate an audit trail of all additions and changes that identify:
    •    the before and after values for changes
    •    the date and time of the change or addition
    •    the person who made the addition or change to the database.
Audit observation
The database was checked for audit trails.
Audit commentary
The database has a complete audit trail.
Audit outcome
Compliant

                                                      15
3.    ACCURACY OF DUML DATABASE

      Database accuracy (Clause 15.2 and 15.37B(b))
Code reference
Clause 15.2 and 15.37B(b)
Code related audit information
Audit must verify that the information recorded in the retailer's DUML database is complete and
accurate.
Audit observation
The DUML Statistical Sampling Guideline was used to determine the database accuracy. The table below
shows the survey plan.
 Plan Item                                            Comments
 Area of interest                                     Hastings District Council streetlights
 Strata                                               The database contains items of load in the Hastings
                                                      District Council area.
                                                      The processes for the management of items of load are
                                                      the same, but I decided to place the items of load into
                                                      five strata, as follows:

                                                          •    Amenity,
                                                          •    Roading A-H,
                                                          •    Roading I-M,
                                                          •    Roading N-Z, and
                                                          •    NZTA.
 Area units                                           I created a pivot table of the roads in each area and I
                                                      used a random number generator in a spreadsheet to
                                                      select a total of 38 sub-units.

 Total items of load                                  329 items of load were checked.

Wattages were checked for alignment with the published standardised wattage table produced by the
Electricity Authority.
Audit commentary
Database accuracy based on the field audit
A field audit was conducted of a statistical sample of 329 items of load. The “database auditing tool” was
used to analyse the results, which are shown in the table below.

 Result                       Percentage       Comments

 The point estimate of R      96.7             Wattage from survey is lower than the database wattage by
                                               3.3%

 RL                           87.8             With a 95% level of confidence it can be concluded that the
                                               error could be between -12.2% and +1.2%
 RH                           101.2

                                                 16
These results were categorised in accordance with the “Distributed Unmetered Load Statistical Sampling
Audit Guideline”, effective from 01/02/19 and the table below shows that Scenario C (detailed below)
applies.
The conclusion from Scenario C is that the variability of the sample results across the strata means that
the true wattage (installed in the field) could be between 12.2% lower and 1.2% higher than the wattage
recorded in the DUML database. Non-compliance is recorded because the potential error is greater than
5.0%.
In absolute terms the installed capacity is estimated to be 17.0 kW lower than the database indicates.
There is a 95% level of confidence that the installed capacity is between 6 kW higher and 64 kW lower
than the database.
In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML
database indicates.
There is a 95% level of confidence that the annual consumption is between 274,300 kWh p.a. lower to
27,200 kWh p.a. higher than the database indicates.

 Scenario                                             Description

 A - Good accuracy, good precision                    This scenario applies if:
                                                      (a) RH is less than 1.05; and
                                                      (b) RL is greater than 0.95
                                                      The conclusion from this scenario is that:
                                                      (a) the best available estimate indicates that the
                                                      database is accurate within +/- 5 %; and
                                                      (b) this is the best outcome.

 B - Poor accuracy, demonstrated with statistical     This scenario applies if:
 significance
                                                      (a) the point estimate of R is less than 0.95 or greater
                                                      than 1.05
                                                      (b) as a result, either RL is less than 0.95 or RH is greater
                                                      than 1.05.
                                                      There is evidence to support this finding. In statistical
                                                      terms, the inaccuracy is statistically significant at the
                                                      95% level

 C - Poor precision                                   This scenario applies if:
                                                      (a) the point estimate of R is between 0.95 and 1.05
                                                      (b) RL is less than 0.95 and/or RH is greater than 1.05
                                                      The conclusion from this scenario is that the best
                                                      available estimate is not precise enough to conclude
                                                      that the database is accurate within +/- 5 %

As detailed in section 2.1, incorrect ballasts are applied resulting in an estimated 11,147 kWh over
submission.

                                                 17
Audit outcome
Non-compliant

        Non-compliance                                              Description

  Audit Ref: 3.1              In absolute terms, total annual consumption is estimated to be 73,700 kWh lower
                              than the DUML database indicates.
  With: Clause 15.2 and
  15.37B(b)                   Incorrect ballasts applied resulting in an estimated 11,147 kWh over submission.
                              Potential impact: High
  From: 01-Nov-17             Actual impact: High
  To: 15-Apr-19               Audit history: Three times
                              Controls: Weak
                              Breach risk rating: 9
        Audit risk rating                                  Rationale for audit risk rating

  High                        The controls are rated as weak, because they are insufficient to ensure the
                              database is accurate most of the time.
                              The impact is assessed to be high, based on the kWh differences described above.

                    Actions taken to resolve the issue                     Completion        Remedial action status
                                                                              date

  Genesis has requested HDC review the asset database to ensure           01/03/2020         Investigating
  all asset information is complete and accurate. Genesis will follow
  up with the council monthly for exception management.

  Preventative actions taken to ensure no further issues will occur        Completion
                                                                              date

        Volume information accuracy (Clause 15.2 and 15.37B(c))
Code reference
Clause 15.2 and 15.37B(c)
Code related audit information
The audit must verify that:
    •     volume information for the DUML is being calculated accurately
    •     profiles for DUML have been correctly applied.
Audit observation
The submission was checked for accuracy for the month the database extract was supplied. This included:
    •     checking the registry to confirm that the ICP has the correct profile and submission flag, and
    •     checking the database extract combined with the burn hours against the submitted figure to
          confirm accuracy.

                                                         18
Audit commentary
Genesis reconciles this DUML load using the NST profile.
I checked the submission calculation provided by Genesis and found the correct kW and hours figures
were used.
The field audit found a large number of errors. In absolute terms, total annual consumption is estimated
to be 73,700 kWh lower than the DUML database indicates.

Submission is based on a snapshot of the database at the end of the month and does not consider historic
adjustments, or the fact that lights can be livened before they are entered into the database.

There is some inaccurate data within the database used to calculate submissions as detailed in the table
below. This is recorded as non-compliance and discussed in sections 2.4, 3.1 and 3.2.

 Issue                                                         Volume information impact (annual kWh)

 Incorrect ballasts applied                                    11,147 kWh over submission

Audit outcome
Non-compliant

      Non-compliance                                                 Description

  Audit Ref: 3.2               In absolute terms, total annual consumption is estimated to be 73,700 kWh lower
                               than the DUML database indicates.
  With: Clause 15.2 and
  15.37B(c)                    The monthly database extract provided does not track changes at a daily basis and
                               is provided as a snapshot.
                               Incorrect ballasts applied resulting in an estimated 11,147 kWh over submission.
  From: 01-Apr-19
                               Potential impact: High
  To: 16-Nov-20
                               Actual impact: High
                               Audit history: Three times
                               Controls: Weak
                               Breach risk rating: 9
         Audit risk rating                                  Rationale for audit risk rating

  High                         The controls are rated as weak, because they are insufficient to ensure the
                               database is accurate most of the time.
                               The impact is assessed to be high, based on the kWh differences described above.

                     Actions taken to resolve the issue                     Completion        Remedial action status
                                                                               date

  Genesis has requested HDC review the asset database to ensure            01/03/2020         Investigating
  all asset information is complete and accurate. Genesis will follow
  up with the council monthly for exception management. Tracking
  of changes has been requested by Genesis to be included in the
  monthly reporting.

                                                          19
Preventative actions taken to ensure no further issues will occur   Completion
                                                                       date

Genesis has reviewed data sets and provided feedback to the
database administrator outlining the importance of change
tracking. Genesis will need to work further with the council’s
contractor find the solution to this non-compliance.

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CONCLUSION

The audit was conducted in accordance with the audit guidelines for DUML audits version 1.1.
A RAMM database is managed by HDC and monthly reporting is provided to Genesis. The database is
remotely hosted by RAMM Software Ltd. The field work, asset data capture and database population is
conducted by Pope Electrical.
The audit identified three main issues, as follows:
    1. In absolute terms, total annual consumption is estimated to be 73,700 kWh lower than the DUML
       database indicates, based on a field audit of 329 items of load.
    2. Submission is based on a snapshot of the database at the end of the month and does not consider
       historic adjustments, or the fact that lights can be livened before they are entered into the
       database.
    3. There are incorrect ballast wattages leading to over submission of 11,147 kWh per annum.

The future risk rating of 30 indicates that the next audit be completed in three months. I recommend a
next audit period of six to nine months to allow Genesis time to work through these issues with their
agent.

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PARTICIPANT RESPONSE

Genesis has requested the council to review its asset information and to find a solution enabling the
tracking of change information to be reporting monthly to the trader.

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